Training and Development Asst

Job Description:
The Academy Manager Training Assistant: Work involves assisting with the preparation of educational and training programs. Under the guidance of the CPS Training Academy Manager, performs a variety of administrative assistance and training tasks in support of the Training Academy. Administrative training work involves planning & organizing meetings; establishing and following office procedure and processes; preparing non-routine correspondence; maintaining inventory, training materials and supplies. Assists in scheduling of training courses. Markets training courses to enhance participation. Enters training data in training databases. Delivers training to new staff. Responds to requests for information that may involve interpreting and disseminating information regarding training products and services.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Performs entry-level training assistance work. Work involves assisting with the preparation of educational and training programs. Performs administrative support for the Academy Manager and Academy Instructors, including establishing and implementing office procedures and processes to the daily operations of the regional training academy; responding to training inquiries, preparing non-routine correspondence including forms/documents such as travel vouchers, ledgers, inventories of training equipment (TVs, projectors, speakers); ordering & maintaining training supplies; and maintaining records/records retention. (30%)

Enters, complies, tabulates and reports training data in People Soft for DFPS staff. Performs registrar functions by serving as the registrar for student enrollment, attendance, transcripts, and performs related data entry in the DFPS Learning Station and People Soft. (25%)

Responds to DFPS staff training inquiries via phone, in person, or by email, regarding training policies and procedures and DFPS staff with training registration, training records, course offerings and other training related
inquiries. (20%)

Schedules room reservations for classes; schedules equipment such as projector, speakers, TVs; assists in developing the Academy training calendar; notifies and markets training by sending broadcasts to DFPS staff, coordinates the library/inventory; assists or teaches classes such as New Employee Orientation; and orients/trains new Academy personnel. (10%)

Prepares, assembles and distributes instructor and participant manuals, handouts for classroom participants. (10%)

Performs advanced editing tasks such as: checking documents for accuracy, format, and visual appeal; and researching, designing, or editing brochures, forms, manuals; or fliers. Other duties as assigned. (5%)

Works under close supervision, with minimal latitude for the use of initiative and independent judgment.

Knowledge Skills Abilities:
Skilled in the intermediate functions of MS Word.
Skilled in the intermediate functions of MS Outlook.
Skilled in the intermediate functions of MS PowerPoint.

Experience or skill in using MS Excel.
Experience with databases and data entry.
Experience (or knowledge of) desktop publishing.
Experience working in an administrative support, training assistant, or similar position.

Familiarity with CPS/DFPS program terminology.
Familiarity with State purchasing policies and procedure.
Ability to manipulate and tabulate data accurately
Demonstrated ability to communicate effectively; orally and in writing.
Skill in instructing others.
Effectively works with teams.

Registration or Licensure Requirements:
N/A

Initial Selection Criteria:
To be considered for this position, all applicants must have one year full-time clerical, secretarial, administrative support, general office work and/or training assistant work. Graduation from a standard senior high school or equivalent high school diploma or a degree from a two or four year college or university supplemented by coursework in human resources management, organizational development, or education is generally preferred. Experience and education may be substituted for one another.

Familiarity with CPS/DFPS program terminology is preferred.

Additional Information:
Req ID 616874

MOS Code:
There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor's Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.